Efficient Student Hiring Process Overview for Departments

1. August 2003

2. Agenda • Process Overview • PeopleSoft Human Resources • Create Job Requests • Hire Students • Terminate Students • Inquire on Students • On-line Documentation • Navigation Tips

3. Process Overview Department Creates Job Request Job Posted/ Advertised Student Applies For Job Department Hires Student Student Data Overnight Feed To PeopleSoft and Kronos

4. Process Overview • BC Student Hire Process • Job Request created in PeopleSoft by Department • Budget checking occurs at hire, not at job request • Student I-9 Form completed in Student Services • Student Tax and Direct Deposit forms brought to HRSC • Hire processed in PeopleSoft by Department • Non-BC Student Hire Process • Paper Hire Form completed by Department • Student I-9 Form completed in HRSC • Student Tax, Direct Deposit and Personal Data forms brought to HRSC • Hire processed in PeopleSoft by HRSC

5. PeopleSoft Human Resources • Student Hire Data • PeopleSoft is a database that stores related • information • PeopleSoft HR/Payroll contains employee • human resources and payroll data: • Personal Data • Job Data • Benefits Data • Position Data • Paycheck Data • Training Data • Faculty Data • Job Applicant Data

6. PeopleSoft Human Resources • On the Internet via Agora 24 X 7 • Add it to your favorites! 1 2 3 4 Open Agora in Internet Explorer Enter username Enter pin number Click Sign In

7. PeopleSoft Human Resources • Select PeopleSoft Human Resource Services

8. PeopleSoft Human Resources • Student Hiring items located in “BC Custom” menu

9. PeopleSoft Human Resources • Use = Process Pages

10. PeopleSoft Human Resources • Inquire = Summary Pages

11. Create Job Requests • Department enters Job Request Information: • Department Information • Job Information • Contact Name • Website Posting • Department may use Budget Calculator to estimate the budget dollars needed to hire students for this request • Informational only

12. Hire Students • I-9 not completed: e-mail message sent to student, student cannot be hired • Pay rate is above the allowable limit: hire is pending Student Services approval • Hire is a foreign student: hire is pending Foreign National Tax Specialist approval • Once all requirements are met, student hire is processed overnight • Department enters Student Information: • EmplID • Payroll Information

13. Terminate Students • Department terminates students who: • Were hired but never worked in the position • Leave their position before the employment period is scheduled to end • Have graduated • Terminating students frees up funds to be used for other students • Always use the appropriate effective date for termination • Do not terminate students you know will be returning to work the next employment period

14. Inquire on Students • Student Hiring information displayed in list format: • Student Information • Job Information • Inquire on Student Hires • by Account Code • by Department • Inquire on Job Details • by Account Code • by Department • Inquire Student Hires by Job • Inquire Jobs by Students

15. PeopleSoft Demonstration

16. On-line Documentation • On the Internet via HR Website: www.bc.edu/hr • Add it to your favorites! • Up-to-date information • Field-by-field instructions for all processes

17. Have a Question? • PeopleSoft Navigation Human Resources Information Technology Serene Silva Peggy Zolad Phone: (617)552-6421 Phone: (617)552-6424 E-mail: silvase@bc.edu E-mail: zolad@bc.edu • Student Job Requests Student Services Terry Rezzuti Phone: (617)552-4984 E-mail: rezzuti@bc.edu • Student Hire Processing HRSC Representatives Phone: (617)552-4772 E-mail: hrsc@bc.edu

18. Navigation Tips Go Back Home Always Sign Out of PeopleSoft Hyperlinks Click Hyperlinks to open more options to the right. Click the Home link to return to the PeopleSoft Home Page. Never exit PeopleSoft without clicking the “Sign Out” link.

19. Navigation Tips Menus Function Groups Functions For those also using PeopleSoft Financials, note that menus in PeopleSoft HR open to the right instead of opening downward.

20. Navigation Tips Breadcrumb Trail Open New Window Click the hyperlinks in the Breadcrumb Trail to navigate back. Click the New Window link to open multiple PeopleSoft windows.

21. Navigation Tips Never use the Explorer back button to navigate back.

22. Navigation Tips [Enter] [Tab] When doing data entry, never press [Enter] on the keyboard. Pressing [Enter] will SAVE information entered on the page. Always press [Tab] or mouse-click to move out of a field.

23. Navigation Tips Enter search criteria. The less you enter, the broader your search. Click the “Lookup” button to perform the search. Click the magnifying glass to open a Lookup Page to search for field values.

24. Navigation Tips Click hyperlink to make selection from returned search results. Click on any hyperlink in the row to select it

25. Navigation Tips Name searches are case sensitive and strict on format. Format is Last,First (no space). • It is recommended that you: • Enter Last Name (case sensitive) in the field • Click the magnifying glass to open the Lookup Page • Click the “Lookup” button to perform a search on Last Name • Click on the hyperlink in the Search Results list for the name you wish to select

26. Navigation Tips View Previous Row View All Data Rows on One Page View Next Row View First Row View Last Row Click "View All" hyperlink to view all rows of data. Click “First” or “Last” hyperlinks to view first or last rows. Click Left/Right Arrow buttons to view previous or next row.

27. Navigation Tips Use the “Return to Search” button to return to the Search Results page. Use the List buttons to return to move up or down through the search results.